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RPT User Guide

Author: Truc Luu, Andrew Stead (Financial Planning & Analysis)

Chris Van Zeyl (Statistical Reporting Unit)

Date: April 2016

Version: v1.0

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VERSION CONTROL

Version Date Details

Version 1.0 14 April 2016 Final version released by RPT team

Document Control

Printed versions of this document or versions stored elsewhere are subject to change without notice and should be considered ‘uncontrolled’. Please contact the Author to ensure you have the latest version.

Changes to the ‘controlled’ version will not be performed without prior consent from the author and agreed approver. Upon completion of such changes, the revised document will be delivered to all persons listed below.

Document location

Location

I:\Entire Group\Andrew\030 Global Planning\Training User Guide\

Author

Position Name Contact no

Snr Finance Mngr - Systems & Projects

Andrew Stead X50783

Snr Finance Analyst - Systems & Projects

Truc Luu Truc.luu@rmit.edu.au

Senior Advisor, Statistics and Reporting

Chris Van Zeyl X54288

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CONTENTS

1 RMIT PLANNING TOOL (rpt) INTRODUCTION ............................................................................... 6

2 RPT “Workspace” ....................................................................................................................... 6

3 things you need to be aware of ................................................................................................... 6

4 Things to note when using the tool ............................................................................................. 7

4.1 Points to note ................................................................................................................................. 7

4.2 Things to watch out for in Smart View ........................................................................................... 7

4.3 Logging In ....................................................................................................................................... 8

4.4 The RPT Workspace home page ..................................................................................................... 9

5 RPT Planning ............................................................................................................................ 10

6 RPT Features and Functions ...................................................................................................... 11

6.1 Task Lists .......................................................................................................................................11

6.2 File Preferences ............................................................................................................................12

6.3 Selecting Members .......................................................................................................................12

6.4 User Variables ...............................................................................................................................13

7 Data forms – Workspace or Smart View – Internet Explorer ...................................................... 18

7.1 Data form Basics ...........................................................................................................................18

7.1.1 Aspects of a Data form .........................................................................................................18

7.1.2 When a user enters data into a write cell ............................................................................19

7.1.3 Composite Data forms ..........................................................................................................20

7.2 Entering Data into Months and YearTotal ....................................................................................20

7.2.1 To enter a value in a single month .......................................................................................20

7.2.2 To enter a value for a whole year .........................................................................................20

7.2.3 Entry of values when the time balance is not set to flow .....................................................21

7.3 Phasing Update ............................................................................................................................21

7.4 Completing Data Entry .................................................................................................................22

7.5 The Rolling Scenario and What it means for Data forms .............................................................22

7.6 Data form Features ......................................................................................................................23

7.7 Data forms - Copy and Paste ........................................................................................................24

7.8 Data forms – Adjust Data .............................................................................................................26

7.9 Data forms – In cell Editing ...........................................................................................................27

7.10 Data forms – Cell Comments ........................................................................................................27

7.11 Data forms – Grid Spread Data ....................................................................................................28

7.12 Data forms – Supporting Detail ....................................................................................................28

7.12.1 Select a single cell to add Supporting Detail ........................................................................29

7.12.2 How to use Supporting Detail ...............................................................................................30

7.12.3 To remove Supporting Detail ................................................................................................31

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7.13 Right Hand Click Options ..............................................................................................................32

7.14 Spacing for Row Headers is not wide enough ..............................................................................33

8 WORKFORCE PLANNING ........................................................................................................... 34

8.1 Background and Process ..............................................................................................................34

8.2 Calculating Workforce Costs - Workspace ..................................................................................34

8.2.1 Log into Workspace ..............................................................................................................34

8.2.2 Review Global Assumptions ..................................................................................................35

8.2.3 Position Management – Report copy ...................................................................................38

8.3 Workforce Planning using Smartview ..........................................................................................46

8.3.1 Connect and sign into RPT via Smartview ............................................................................46

8.3.2 Review Global Assumptions ..................................................................................................46

8.3.3 Position Management ..........................................................................................................47

8.3.4 Updating Data within Smartview .........................................................................................47

9 I/O Review and Update ............................................................................................................ 50

9.1 Background and Process ..............................................................................................................50

9.2 Access to I/O Task List ..................................................................................................................50

9.2.1 Review I/O Report .................................................................................................................51

9.2.2 Review and Revise Student Revenue ....................................................................................52

9.2.3 IO Revenue Entry ..................................................................................................................53

9.2.4 IO Salary Entry ......................................................................................................................54

9.2.5 Review and Update IO Non Salary Expense Entry ................................................................55

9.2.6 Review and Update IO Non Salary Expense Entry (by GL) ....................................................58

9.2.7 Review and Update Capital Entry .........................................................................................62

9.2.8 Review Final Report ..............................................................................................................63

9.2.9 Review and Enter International I/O data .............................................................................64

9.2.10 I/O Grid Spread .....................................................................................................................65

10 WBS Review and Update .......................................................................................................... 68

10.1.1 Review and Update WBS ......................................................................................................68

10.1.2 WBS Non Salary Entry (by GL) ..............................................................................................69

10.1.3 Select Review Settlement Rules from the Task List ..............................................................70

10.1.4 Review Update WBS Data ....................................................................................................71

11 student load planning and revenue ........................................................................................... 73

11.1 Background ...................................................................................................................................73

11.2 Open the STUDENT Application ...................................................................................................73

11.3 Enter Preferences and User Variables ..........................................................................................74

11.4 Task List Display ............................................................................................................................77

11.5 Review & Update Program – EFTSL (for HE, OUA, FS & ELICOS) ..................................................78

11.6 Editing / modifying profile Commencing Load .............................................................................79

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11.7 Editing / modifying profile Average Load / Student .....................................................................80

11.8 Editing / modifying profile Re-enrol Rate .....................................................................................81

11.9 Review/Modify Current Year Forecast .........................................................................................82

11.10 Adding a new Program / Fund combination ................................................................................82

11.11 Review Profile – SCH (for VE only)................................................................................................85

11.12 Review Program Taught Distribution – EFTSL ..............................................................................87

11.13 Review Program Revenue - EFTSL ................................................................................................88

12 RPT Planning Reports ............................................................................................................... 90

12.1 Accessing reports .........................................................................................................................90

12.2 Exporting reports to documents and Smart View Query Mode ..................................................95

13 ADDENDUM - smartview overview ........................................................................................... 98

13.1 About this guide ...........................................................................................................................98

13.2 SmartView Basics..........................................................................................................................98

13.3 Workaround for HR_Org selection- Smartview .........................................................................106

13.4 Smartview Add-in .......................................................................................................................108

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1 RMIT PLANNING TOOL (RPT) INTRODUCTION

The RMIT Planning Tool (RPT) is designed to manage RMIT's student load planning process and the related financial budgeting and forecasting for the University and includes student load profiles, student revenue calculation, budgets, forecasts and the ability to prepare related management reports.

2 RPT “WORKSPACE”

There are two main ways to access RPT, the first (and most common) is the web interface, known locally as the RPT Workspace. This is the crux of this user guide. The second is an excel based plugin known as Smart View. For more information on Smart View, refer to the Addendum in section 13.

To access RPT workspace, open Internet Explorer and enter the below URL into the browser:

https://rpt.rmit.edu.au

Enter your username and password which will be the same as your RMIT PC login detais.

Hint: For ease of future navigation, save the URL in your Internet Explorer favourites. (Do not use Google CHROME or Safari)

3 THINGS YOU NEED TO BE AWARE OF

Due to the nature of the platform, the volume of calculations required and the sheer volume of data to support the system, please be aware of the following items:

Performance: The system performance at times falls behind the RMIT standard - less than 5 seconds per web action. Users can expect an average time of 10 seconds per screen, but at times, the wait can be as long as 4 minutes. There is nothing that can be done about this, as the nature of some transactions is to recalculate all possible datasets which takes time.

Browser compatibility: The inherent limitations of the chosen platform (Oracle Hyperion) are such that the workspace only works under Internet Explorer. While some elements may partially function under Chrome or Firefox these are not supported browsers and should not be used.

OS Compatibility: RPT is a windows only application. It will not run on Mac, Linux or Mobile Devices*. As such, ITS has provided the Workspace and SmartView components via the myDesktop environment.

NB All identified users of RPT have been granted access to these apps via myDesktop, should you not have access, please contact the service desk to arrange access.

* There is currently some work underway by oracle to make the product more accessible across browsers and OS platforms.

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4 THINGS TO NOTE WHEN USING THE TOOL

4.1 Points to note

• Revenue and costs are both input as a positive number

• In Workforce planning, current month Overrides will be cleared when actuals roll in from SAP

• There is no grid spread functionality for now (subject to request and review)

• Only Research and Philanthropic projects will be planned against WBS elements

(Property will be in phase 2)

• WBS elements settle to IOs is scheduled every 1 hour

4.2 Things to watch out for in Smart View

• You cannot create positions in Smart View (there is currently an error with the system). All new positions (including casual positions) to be created from the web

• Drill back functionality – not currently working

• Push workforce to GL is scheduled every 1 hour – no manual run from users.

• New positions only appear in EMPASO reporting the next day

• If a person moves positions, their previous role remains in EMPASO but with zero value

• EMPASO only shows the forecast periods

• There are no actual salaries by position in RPT

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4.3 Logging In

This is the login screen.

When the page has loaded you will be prompted to logon - use your RMIT login and password (your username is your e-number). Click the Log On button or just hit ‘enter’ and you will be logged on.

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4.4 The RPT Workspace home page

You are now logged into the RPT home page. This page is used to easily navigate the system from recently opened items, user-set quick links and planning functionality. Review the screen shot below to find out more about the home page elements.

Hint: To maximize screen size use the Function F11 key (or the View Full Screen IE menu) which removes the address bar and favourites bar etc. at the top of the screen as shown. Press Fn F11 again to exit Full Screen mode.

Recently Opened contains a history of recently opened items.

Quick Links Where you can add favourites and regularly used items

Workspace Page Access to reports and documentation

Planning

Click to run a planning application

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5 RPT PLANNING

This user guide will focus on the functionality delivered via RPT Planning. The RPT system has 2 separate Planning Applications.

RMITPLAN – This planning application is utilised for all Workforce, WBS, Capital and I/O level planning.

STUDENT - This planning application is utilised for all Student Load planning.

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6 RPT FEATURES AND FUNCTIONS

In this section we will focus on explaining the main features and functions of RPT. This is not an exhaustive list but covers most of the components.

As we then step through each functional topic in the RPT Planning model all of these features and functions will apply.

6.1 Task Lists

A Task list provides a simple navigation approach through a series of steps in a pre-defined order to complete the required process. The task list will list the steps based on your role.

Expand the My Task List panel and expand the task list you want to see (in this case IO), then select the task you want to perform (in this case IO Non Salary Expense Entry)

You will then be able to view the task in the right hand reading pane.

Task instructions available from the second tab

Next Incomplete takes you to the next task that has not

been marked complete

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6.2 File Preferences

Each RPT application has preferences. Even though preferences are same for RMITPLAN and STUDENT, it has to be set separately. It is important that the Preference settings are correctly applied. This is a one off action that users have to set before planning.

If your preference settings are not updated you will see data in the following format “123456”. Once your preference settings have been set you will see data in the following format “123,456”.

Login to workspace-> Navigate -> Planning -> RMITPLAN/STUDENT-> Preferences (from left hand pane) Display Options tab (second tab)

Check if the display options are same as the screenshot below and click save.

6.3 Selecting Members

A member is a discrete component within a dimension. A member identifies and differentiates the organization of similar units. For example, a time dimension might include such members as Jan, Feb, and Qtr1.

On the Member Selection page, you select members for the current dimension. You can select members directly, by attribute, or based on a relationship, we will walk through how to initially set these up in User Variables below.

To select members for a dimension:

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From the Members list on the left, select the check boxes for the members you want to select.

You can select any level of the hierarchy by clicking on the blue arrows to the left of the member’s name to drop down to the next level of the hierarchy, or select the top level to select all members below.

If the dimension contains many members, you can navigate directly to a member by searching for it as per the below screen shot, by typing the member name and using the Filtered Search icon.

• Click the Add icon, , to move the selected members to the right Selected Members list.

• Click the Remove icon, , to remove the selected members from the Selected Members list.

• Click the Remove All icon, , to remove all members from the Selected Members list.

6.4 User Variables

One of the features used in RPT data forms is called the User Variable. The user variable controls the content displayed to users in certain data forms.

The user variable therefore provides a means to filter the contents displayed over and above the defined security level. This feature is used in RMITPLAN and STUDENT.

You must select a value for the variable the first time you open a data form.

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When you first enter a new application you will receive the following message.

It makes sense to filter the information you view based on your applicable I/O members.

Select Preferences from the left hand pane

Select the third tab which will take you to the User Variable Option Screen

Click on the small icon on the right hand side of the screen

Access the search options area by selecting the double blue arrow to the right of the left hand pane

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You can enter the desired information and click search (next icon)

Search Up Search down

Display Properties

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Select “Display Properties” and select one of the four options above, in this case the selection is Alias which will return the member name and not the member code.

You will be returned to the member selection window, now select the top member of your specific hierarchy to be the starting parent for all information on your data form moving forward.

Click on the I/O and then use the “Add” button in the middle of the screen to add this selection, you will now see it appear on the right hand pane of the screen. Repeat the above steps for HR_Org, Position,

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Emp_Cat and Entity (UV_WBS).

Ensure you click “Save” at the bottom right to save your selection.

Now when you enter information into RPT it will be filtered on your user variable, in this case all College of Business I/O’s.

Hint: Make your user variable selection as finite as possible for speed of response purposes. Some data forms will be very slow to open given the number of rows. (This will not generally be an issue in Smart View). You can change your User Variable as often as you like.

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7 DATA FORMS – WORKSPACE OR SMART VIEW – INTERNET EXPLORER

Data forms can be rendered in one of two ways:

1. Via a web browser in the RPT Workspace

2. Via Smart View (Excel add in)

Users can generally choose which option they prefer and can chop and change between the two.

There are some differences in the user experience between the two but it’s generally the same.

In all cases the data comes from the underlying Essbase database.

When you open a data form in the web RPT Workspace you have the option to click on the open in smartview icon. This will open up an Excel worksheet containing the data form ready for use.

7.1 Data form Basics

7.1.1 Aspects of a Data form

Text row only

Summary Row

Column Heading

Pale colour indicates write access

Page Selection

Expansion arrow

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7.1.2 When a user enters data into a write cell

The colour will change as shown

Save is necessary to commit the change.

Hint: When entering data into cells set up for %s you should enter with a decimal 0.5. However when entering a % for a new position distribution you need to enter 50.

Hint: The forms have been pre built to display a certain number of decimal places, any $s based forms will not show any decimal places. You can enter values with as many decimal places as you choose, the system might not display all the decimals but they will be used in subsequent calculations

Hint: RPT logs all changes. The log file or audit file contains the user name of the person making the change as well as the value before and the value afterwards.

You can right hand click on any cell and see the change history

Confirmation that the data has been saved and in most cases will

also confirm that the “Rule”/calculation has run

successfully as well.

Calculated cell has been updated

Save

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7.1.3 Composite Data forms

In some cases, data forms will be delivered in a tabbed manner, an example of which is shown below. The format is similar to sheets in an Excel workbook. We have grouped together related objects as seen in the Student Application

7.2 Entering Data into Months and YearTotal

You are able to enter data into forms by month or for a whole year (YearTotal).

7.2.1 To enter a value in a single month

For an entry that applies for a specific month (or less than one year) you can enter values into the desired cells.

Example – enter an amount into a desired cell (example below used 1000 into January for Software). The amount will populate the cell. Select ‘Save’ to save the new amount.

7.2.2 To enter a value for a whole year

For an entry that applies for the whole year, you are able to enter values into the ‘Year Total’ column and the values will be distributed across the form.

Example – enter an amount into the ‘Year Total’ column (example below used 50,000). The amount will be distributed through the year. Select ‘Save’ to save the new volume amount.

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7.2.3 Entry of values when the time balance is not set to flow

What this means is that some items, such as an exchange rate, should not behave in the manner indicate above. As in when we enter values at YearTotal for an exchange rate we would not want it to divide by 12, instead we wish to distribute evenly. This is achieved by correct set by administrators.

Hint: Some forms collapsed the months such that you only see a YearTotal column. You can still enter values at YearTotal and the above functionality will apply.

7.3 Phasing Update

Phasing gives you the ability to follow data trends from previous data sets including Last Year Actuals and Last Year Budget.

For example, if you have $12,000 in expenditure for a year you have three options on how this amount is spread throughout the 12 months of the year.

1 If you select None in the phasing option, then the $12000 will be divided evenly over the 12 months ($1000 per month)

2 If you select Last Year Actual in the phasing option, then the $12000 will be allocated across the year at the same distribution as Last Year’s Actuals

3 If you select Current Budget in the phasing option, then the $12000 will be allocated across the year at the same distribution as Current Budget

4 If you select Current Forecast in the phasing option, then the $12000 will be allocated across the year at the same distribution as Current Forecast.

To activate the options

Left Click in the cell on the appropriate row in the BegBalance column to display the four phasing options

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Choose the options and then once you have entered your data and press save it will follow the phasing option you have chosen. Note the phasing will not take place until after you hit save, before then you will see an even spread throughout the month for any amount entered in YearTotal.

Screen shot before save entered on a YearTotal amount of $12000.

Screen shot after saving the data.

7.4 Completing Data Entry

It is important to understand that security has been defined at the I/O level. You will therefore likely have the same access as others in your college/portfolio. Some of the data forms are designed to show all the rows to which you have access in the I/O dimension.

When you click save on this form it will update/submit values for all the rows in the form, not just the ones you have changed. You need to be aware of that during planning procedures where there are multiple people updating data at the same time, therefore users need to be careful not to overwrite another entry.

This is rarely an issue but users should be aware.

7.5 The Rolling Scenario and What it means for Data forms

The example data form displays historical and future periods. Users can make entries into the future periods that are displayed as white cells.

Historical periods will always be read only and will always reflect Actual data.

If for any one item we

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The Finance and Planning team will control and manage the classification of when time periods are considered historical or planned.

7.6 Data form Features

Below we will step through the key features and functions available within any one data form. These are generally accessed either by clicking on the relevant icon or via the menu.

Workspace

Future periods will generally permit write access.

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Hint: When using menus in the web browser, be careful not to get mixed up between the web browser menu commands and the Hyperion menu commands as shown below. To avoid this you can hide the web browser menus.

Note that these features are available irrespective of whether you open the form in a web browser or in Smart View.

Smart View

7.7 Data forms - Copy and Paste

RPT data forms values can be copied and pasted. Some specifics on how this works:

Much like in Excel or word you can either click on the copy and paste icons shown below or you can use keyboard shortcuts (CTRL C and CTRL V) Note Firefox requires CTRL Shift V

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Workspace

Smart View

There are no icons. Native Excel functionality is used.

Prior to copying you can select:

o Either a single data cell or o A range of data cells using the shift key or o A whole column or a whole row

Hint: This option is very useful for populating the outer years (e.g. 2017) with the same data as the 1st Budget year

Click on the column header to select all

the values in readiness to copy

and paste

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7.8 Data forms – Adjust Data

RPT data forms allow you to make bulk adjustments to data values.

Workspace

Smart View

This is done by selecting: o Either a single data cell or o A range of data cells using the shift key or o A whole column or a whole row o

Click on the pencil icon or the menu selection choose: Edit - Adjust

o You can select to adjust by a fixed value or a % o Click save to commit the changes o Note that adjustments can only be made to cells that have Write Access

Once save is pressed the total is now updated to include the increase by 20%.

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Hint: This can be useful, in combination with selecting the whole columns data, if you wish to simply include an extra 3% to the values from one year to the next

7.9 Data forms – In cell Editing

Related to the adjustment option above there are various options shown below to edit values in a single cell in addition to simple input.

Start with cell value Type in Result

Note if you type -1000 you will get -1000. To reduce a value by 1000 you have to type + - 1000

7.10 Data forms – Cell Comments

RPT provides the option to enter text or a comment against any cell, regardless as to whether this is a read only cell or a write cell. Text comments are added by selecting one or more cells and then clicking the icon (ABC) shown below or choosing ‘Edit Comment’.

Workspace

Once the comment has been entered RPT shows a small icon in the same manner as Excel. To view the comment you need to select the cell and click again on the ABC icon (not as good as Excel where you can hover).

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These comments can be presented on reports or accessed via Smart View.

7.11 Data forms – Grid Spread Data

If your administrator has enabled Grid Spread as a data form property, you can specify an amount or percentage by which planning increases or decreases values on the data form based on the existing values in the target cells.

When calculating the spread data, planning ignores read-only and locked cells and cells having supporting detail. Data integrity is ensured by spreading values only to cells to which you have access.

To spread values using I/O Grid Spread

Put the cursor in the Subtotal or Total source cell whose value you want to spread to target I/O’s.

Select Edit, then Grid Spread

Refer to the Task List step to see further detailed breakdown on how to perform Grid Spread if you are required to.

7.12 Data forms – Supporting Detail

RPT has a ‘Supporting detail’ function that allows the user to store calculations within a data entry cell. This is very useful to capture the story behind the numbers inside the Planning system. This is because the numbers will be available in the future to adjust further and / or to support a subsequent variance analysis exercise.

To use this you need to have a form open – either in the Workspace or in Smart View. Supporting detail can be used for a single cell, a range of cells or for a whole row / column.

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7.12.1 Select a single cell to add Supporting Detail

In a writeable cell you can either:

a) right click, then select Supporting Detail from the menu that displays, or

b) use the Edit toolbar_Supporting Detail

This is what you will see:

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7.12.2 How to use Supporting Detail

This feature enables the user to capture the breakdown calculations that sit behind a final planning number.

Supporting detail can include text, values and operators to define how data aggregates.

1. Over the initial text "Untitled", type text of up to 1,500 characters that describes the nature of the supporting detail.

2. Create or change the indented hierarchy to reflect the structure and calculations you want using the “Add child” or “Add Sibling” buttons. In this example the ‘Number of trips’ row was added then the ‘Cost per trip’ row was added as a Sibling of Number of trips.

3. Values are dynamically calculated and aggregated. The total is what you see in the Planning Form.

4. Now SAVE the data in the Planning Form – note that this remains yellow until you have saved the form, then the cells with Supporting Detail are blue (this will show in a Smart View Query too)

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7.12.3 To remove Supporting Detail

If you want to remove data from a cell with Supporting Detail you cannot just select the cell and ‘Delete’ as you would a normal data cell.

Instead you need to go into the Supporting Detail screen, then click the “Delete”or “Delete All” button, or use the red cross icons to the right. This will reset the cell to an empty value.

Then click Save.

You will then be prompted to confirm that you really want to delete all the data.

The approach in Smart View is very much the same.

The Supporting Details can be presented on reports and / or accessed via Smart View.

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7.13 Right Hand Click Options

In some of the data forms the user is able to navigate using a right hand mouse click. The example shown below is based on the Maintain Positions.

The Data Form Maintain Positions displays a list of the Employees and relevant data for your area. To update the details against any one specific employee, right hand mouse, click on that row and choose a relevant action.

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7.14 Spacing for Row Headers is not wide enough

In the web interface a limited amount of space is provided for the row headings. If you require more space then there are a few options, using the Maintain Positions screen as an example in Position Management.

An example is shown below

Firstly, if you are just working in your Data Form you can collapse the left hand pane to give yourself more real estate. There is a small arrow vertically central on the right hand line you can click to collapse this.

The Data Form still will not fit on one page so you have two choices to view the row heading details:

Use the Scroll bar as highlighted below

Manually drag the column width until you get to the desired width.

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8 WORKFORCE PLANNING

8.1 Background and Process

The Workforce Planning module is to be used as part of the Forecast and the Annual Budget. The workforce module will automatically calculate workforce costs based on updates made to positions and global workforce assumptions such as payroll tax rates and super rates. After the calculations have been derived by employee in the workforce module, these costs are then pushed to the General Ledger to the applicable I/O of each employee. This push occurs every hour during the working week but not on weekends.

You can utilise your Workspace or Smartview to complete this task.

8.2 Calculating Workforce Costs - Workspace

8.2.1 Log into Workspace

Log in to Workspace

On the Homepage in the Quick Links section select RMITPLAN

In the left hand pane, expand the tasks under my taklists. Then expand “workforce” expand “Global Assumptions”.

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8.2.2 Review Global Assumptions

All of the Assumption data is setup centrally. Users will have view access to the information; however, need to contact central finance to make global changes.

a Review Working Days

Select the Working Days form, once the data form is open review the dataset. The data will be read only.

b Review the on cost assumptions

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c Review the Grade Step Salary, EB Increase Entry and Salaries across time

Select the data form 1.2 Grade Step Salary. Once the data form is open review the dataset. The data will be read only.

Grade Step Salary will show base salary rate.

EBI increase entry will show increase in % and timing per position.

Salaries across time will incorporate the two into a total.

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d Review Casual Grade Step and Salaries

This section has 4 tabs as shown below

Grade Step Salary Casuals lists hourly rates for different casual positions

EB Increase Entry Casuals is the same as Salaried staff (see above) Casual FTE Per Annum Hours shows hours per position per annum

Salaries across time work in a similar fashion to salaries (see above)

8.2.3 Position Management – Report copy

a Review Baseline Position Management Data

In My Task List click on the Position Management folder and select “Review Baseline Position Management Data””. This will initiate a report to be run which will deliver the current status of all positions. – Ensure you can get a copy of the report

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b Maintain Positions

Click on the second task “Maintain Positions” to display the position data form. Once the form is open, review the dataset.

This form shows all the details for each individual staff member per I/O. The data shown are Annual Figures. You can use this form to review the data for the HR Org selected. If you right click on any staff member you have five options

Edit position will allow you to access all data for the position where you can now override

FTE

Grade Step

Salary (Annual)

Allowances

Market Loading

Super Rate – You can enter .15, if you enter 15 you will get 1500%

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Edit Distribution will take you to a data form where you can revise the existing allocations.

Right click on the IO and choose add new distribution.

Choose the entity you wish to add and the percentage (not the percentage in here is added as a whole number, 15 and not 0.15).

Copy existing position will allow you to create a new position utilizing the position details of the cell you have selected. All fields marked with * must have a selection. The others are optional.

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Add New Regular Position provides you with a window to enter a new position. Note the IO or WBS cannot be left as Entity NA and has to be the lowest level IO or WBS. If not you will get an error when trying to create the position.

Note: Do not add new position to Entity_NA Select New Regular Position to delete (note this is only applicable to new positions added, not existing positions that already have data.)

Select the new position you now want to delete and press ok.

c Maintain Casual Positions

Click on the “Maintain Casual Positions”

This form shows all the details for casual position.

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If you right click on any row you have four options

Edit Casual- Edit Casual will allow you to access all data for the position where you can now revise in the white override below cells

Casual Hours

Grade Step

W/Comp

Payroll Tax

Superannuation Rate – You can enter .15, if you enter 15 you will get 1500% Once the data in entered/changed, click Save.

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Edit Casual Distribution – This form is where you can revise the existing allocations.

Right click -> Select Add distribution You can either change the percentage or IO/WBS to change the allocation. Click OK Note the percentage is entered as a whole number, 15 and not 0.15.

Create New Casual Position - To add new casual positions, click on Create New Casual Position, complete the details and click OK. Note: the IO or WBS cannot be left as Entity NA and has to be the lowest level IO or WBS. If not you will get an error when trying to create the position.

Copy New Casual Position – To copy from an existing position to a new position, click on Copy New Casual Position, complete the details and click ok.

Delete New Casual Position- To delete casual position, click on Delete new casual position, complete the details and click OK

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d Maintain Distributions

If you have not reviewed and revised distributions through the right click menu in Maintain positions, Select ‘Maintain Distributions from the Position Management Task list, this will allow you to allocate salaries to I/O’s /WBS’s

You can use the allocation override to adjust the existing allocation. Note if you want to move an allocation outside your I/O area of security you will have to request access to do this from Central Finance if you have not allocated to the I/O previously, advising the I/O owner is also required. This will ensure that security access to the I/O outside your area is granted and also that the recipient I/O owner is advised of the allocation. Right Click on the employee you wish to adjust the allocation and click ‘Add new distribution’

You can either change the Percent or IO/WBS. Note the percentage is entered as a whole number, 15 and not 0.15.

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e Review Validation

Select “Review Validation” from the Workforce Tasklist.

The data form opens and displays a list of data where review required, i.e. distribution not total 100% or FTE greater than 1 or position without salary…etc

Right click on the applicable position and click "Edit Position" to review/edit the data set like grade, salary, allowances etc.

Right click on the applicable position and click ‘Edit Distribution’ to update distribution.

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8.3 Workforce Planning using Smartview

8.3.1 Connect and sign into RPT via Smartview

Click on the Navigate button -> RMITPLAN -> Task lists ->

In the left hand pane, expand the folders under "My Task List". Then Double click on "Workforce"

8.3.2 Review Global Assumptions

By double clicking on the above four tasks the data will appear in your Excel document for review, note that this information is read only, the example below is the 1.2 data for On Cost Assumptions.

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8.3.3 Position Management

Review Baseline Position Management Data – Will generate a report, the report opens in the web layer, you will be required to log on with your credentials.

8.3.4 Updating Data within Smartview

a Maintain Positions

Double clicking on Maintain positions will render all position data as it would in the Workspace, the yellow override cells are available for revision of all the override data fields mentioned above.

Once you have entered an override value and pressed enter in the cell you will see its colour changes to a darker yellow.

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The data at this point even if you press the normal save icon on the Excel menu the update will not be saved back into RPT. To save these changes back into RPT you need to click on Submit Data.

After submitting the data the field will change back to light yellow and the data will now be saved back to the RPT application.

To see your edit options right click on the position and select smartview:

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Edit position opens up a new workbook with two tabs (the first with the left hand panel similar to the web-workspace form and the second with the data by month). You can update either of the tabs and submit data.

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9 I/O REVIEW AND UPDATE

9.1 Background and Process

I/O Review is where you review and update costs by I/O, these costs can either be manually entered values such as basic stationary costs, or values created in other modules such as Workforce above where the data is pushed to the I/O level once calculated.

9.2 Access to I/O Task List

Log into Hyperion Workspace

Enter the RPT application and select I/O from “My Task List”

There are 10 tasks required to complete this step as listed above.

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9.2.1 Review I/O Report

Click to “Review IO Report”, you will be prompted to enter and I/O level to run the report at.

Select an I/O and click “OK”

You now are able to review the current data in Rolling scenario, Draft version.

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9.2.2 Review and Revise Student Revenue

You will see the Data Form containing current revenue from Student Cube. The data can be phased for current year and future year. For data form entry and phasing options refer section 7.

Review form is a read only form to review and confirm the data that has been entered.

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9.2.3 IO Revenue Entry

You will now see the Data Form containing all of the current revenue data that is entered at an I/O level, ensure that you are viewing the current points of views for your I/O’s. The data form displays data from “IO_Entered” source only, i.e. manual data entered at IO level. Revenue data from Student cube can be accessed from report, in order to view data at combined level select “Total Source”.

For data form entry and phasing options refer section 7.

Note if you don’t click on the refresh button you will still be entering data against your previous entity selection

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9.2.4 IO Salary Entry

This area is where you can confirm that all data pushed from the Workforce review and entry are now flowing through into the G//L and also review manual items required to be entered at the I/O level for Salary

Firstly, select ÏO Salary Entry” from the IO Task List

You will have access to enter Salary data against some line items, but others will be greyed out as already calculated in the Workforce module. The data form displays data from “IO_Entered” source only, i.e. manual data entered at IO level. Data from Workforce cube can be accessed from report, in order to view data at combined level select “Total Source”.

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9.2.5 Review and Update IO Non Salary Expense Entry

IO Non Salary Expense Entry is for all other areas of operating costs these costs are not automatically calculated as part of the Student Revenue calculations, Workforce calculations or below WBS external research and Philanthropic calculations. These expenses are all entered manually.

Click on “IO Non Salary Expense Entry”

This will display the “IO Non Salary Expense" data form

Select the entity dimension by clicking on icon in the heading of the form

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Select the Page dimension by clicking on the drop down icon below FX:AUD and type the I/O required in the member box

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Expand Year Total if the months are not visible

For each expense item you are now able to update based on current informaiton

In the column labelled ''BegBal'', select the drop down in your selected row, this will give you your 4 phasing options, select which ever method is appropriate.

You can now enter your data at a year total level say $12000, and you will note that this amount will be evenly spread over the months of the year $1000 per month.

Once you press ‘Save’the monthly data should change based on the monthly phasing option you selected, but your year total will remain the same. The phasing selected below was ‘none’

If you want to change the phasing to a different option you can choose another phasing option from the drop down box and press save and the monthly phasing will update, the year total will stay the same. Below is an example of updated phasing to Last Year Budget.

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If you wish to update values one month at a time you are able to enter values directly into each month, again once you press save it will be updated based on the phasing option you have in place.

9.2.6 Review and Update IO Non Salary Expense Entry (by GL)

Non Salary Expense Entry (by GL) is for entering data by filtering on GL account. These expenses are all entered at total dollars.

Click on “IO Non Salary Expense Entry”

This will display the “IO Non Salary Expense" data form

Select the entity dimension by clicking on icon in the heading of the form

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Select the Page dimension by clicking on the drop down icon below FX:AUD and type the GL account required in the member box

Expand Year Total if the months are not visible

For each expense item you are now able to update based on current informaiton

In the column labelled ''BegBal'', select the drop down in your selected row, this will give you your 4 phasing options, select which ever method is appropriate.

You can now enter your data at a year total level say $12000, and you will

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You can now enter your data at a year total level say $12000, and you will note that this amount will be evenly spread over the months of the year $1000 per month.

Once you press ‘Save’the monthly data should change based on the monthly phasing option you selected, but your year total will remain the same.

Similar to the example in section 7.3, if you want to change the phasing to a different option you can choose another phasing option from the drop down box and press save and the monthly phasing will update, the year total will stay the same. In the meantime, you can also update values one month at a time you are able to enter values directly into each month, again once you press save it will be updated based on the phasing option you have in place.

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9.2.7 Review and Update Capital Entry

Capital Entry is for capital data.

Open entity dimension and select appropriate member as you have done in previous data forms

Open your page dimension and select appropriate member as you have done in previous data forms

Expand YearTotal using the small blue arrow if not expanded

Enter either by YearTotal or by month

Phase as appropriate

Press Save

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9.2.8 Review Final Report

Now that all of the Data Forms have been completed you can review your Forecast Report,

Select the Entity member required and press OK

The report will run and you can review your total costs

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9.2.9 Review and Enter International I/O data

a International Entry I/O (currently only for RMIT Europe)

Select International IO Entry which will launch the Data Form

Select IO within the portfolio

All amounts are to be entered in Local Currency, you will see the FX member at the top of the screen highlighting this

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Expand the months by clicking on the arrow on the YearTotal

Ensure your phasing is defined as required (none, LYActual, LYbudget)

Update your data

Save

b Enter International IO Review

This will show you all data entered in AUD, this form is read only.

Note: Currently, this is available for Spain entities.

c FX Rates

Used to update forecast data for the FX rates, at present this is the Euro rate and available for Administrators.

9.2.10 I/O Grid Spread

When calculating the spread data, planning ignores read-only and locked cells and cells having supporting detail. Data integrity is ensured by spreading values only to cells to which you have access. Currently, this option will be made available subject to administrator’s discretion.

To spread values using I/O Grid Spread

Put the cursor in the Subtotal or Total source cell whose value you want to spread to target I/O’s.

Select Edit, then Grid Spread

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The following box will appear

1. Perform an action: To increase or decrease values by a specified amount, from Adjust Data, select By Value,

select Increase by or Decrease by, and enter the value to spread. To increase or decrease values by a percentage, from Adjust Data, select By Percentage,

select Increase by or Decrease by, and enter the percent value. 2. To replace values with a new value, enter it in the Spread Value text box.

3. Select a spreading pattern, as described

Proportional Spread Spreads the value proportionally, based on the existing values in the target cells (the default)

Evenly Split Spreads the value evenly among the target cells

Fill Replaces the value in all target cells

5 Click Spread 6 The specified value or percentage is spread across the target cells, replacing former values

with new ones.

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4. To save the new values, click Save 5. A business rule will run and you will be requested to Launch to rule 6. Your data will then be updated.

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10 WBS REVIEW AND UPDATE

WBS Tasks are accessed from the task pane, expand on WBS to see the below tasks. Currently, this is applicable to only Research & Philanthropic WBS.

10.1.1 Review and Update WBS

As per the I/O instructions you will first have to ensure your page member is set correct, so select the WBS from the drop down option.

Select your External Research or Philanthropic WBS member

Now you can enter data either against a specific month or in the YTD column which will then spread the spend evenly across the year. Note there is no option to phase data in WBS as there is in IO.

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10.1.2 WBS Non Salary Entry (by GL)

WBS Non Salary Entry (by GL) is for entering data by filtering on GL account. These expenses are all entered at total dollars.

Click on WBS Non Salary Entry (by GL), the form opens in the right hand reading pane.

Click on to select the desired Entity

From the page drop down, select the desired GL account

You can enter the data in YearTotal or expand the YearTotal to enter the data monthly.

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Click Save

10.1.3 Select Review Settlement Rules from the Task List

The form opens in the right hand reading pane. This is a read only form to review the settlement rules.

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10.1.4 Review Update WBS Data

Select Review WBS Data from the task list which will run the updated WBS Report providing a report view of your updated information.

Click on the search icon

Select the desired WBS

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Report Opens

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11 STUDENT LOAD PLANNING AND REVENUE

11.1 Background

The Student model contains the historical trends of student enrolment and distribution for RMIT and allows for the future trend of enrolment (EFTSL and Enrol School Contact Hours).

In addition, the Student application calculates the revenue impact, and distributes it out across the Schools.

Finally, the Student application maps this data to the GL (IO and Account code) to populate the Budget and Forecast scenarios

11.2 Open the STUDENT Application

Click on Navigate > Applications > Planning > STUDENT

The STUDENT page should come up

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11.3 Enter Preferences and User Variables

Click on preferences

The User Preferences page should come up

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Click on User Variable Options > and then the drop down list icon on the right

Click on the symbol next to Total_E_College to drill down to Colleges

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Click on the symbol next to the college you want as your default > Add > OK

Click on Save

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11.4 Task List Display

Expand My Task List

Expand Review and Update Program – EFTSL

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11.5 Review & Update Program – EFTSL (for HE, OUA, FS & ELICOS)

Click on the symbol next to Review & Update Program – EFTSL -> Review Profile - EFTSL

Click on specific school that you want to review if not already selected

Then select the required members

The Profile form should now have data for the program / fund combination that you are looking for.

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11.6 Editing / modifying profile Commencing Load

Click on the Future Trend Flag drop down (see Red box on image):

Select Flat Trend

Note: Triangle Symbols next to field names on the left indicate there are items that can be collapsed

The expanded view (default) is the best to understand the calculations involved

Add in any overrides required

Then click anywhere outside that box

Click on Save (the 'floppy disk' icon on the tool bar on the top left of the screen)

Wait a few seconds and then you will get a message that it has been recalculated and saved

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11.7 Editing / modifying profile Average Load / Student

Click on the Avg Load Override

Update as required

Click anywhere outside that box

Click Save

It will be automatically recalculated

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11.8 Editing / modifying profile Re-enrol Rate

Click on the Re-enrol Rate Override

Enter Override as required

Then click anywhere outside that box

Click on Save

Wait a few seconds and then you will get a message that it has been recalculated and saved

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11.9 Review/Modify Current Year Forecast

Click on the Review Current Year Load in the My Task List pane on the left

The display shows months for the current year

The forecast for overrides (EFTSL, Avg Load & Re-enrol rates) can be overwritten as required, during a forecast period

11.10 Adding a new Program / Fund combination

You can right click on an existing combination, which will give options for copying data to the new combination.

Note: Where a totally new Program / Fund combination is needed (eg a new initiative), then need to fill out a form, and send to SRU for processing.

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New program combination:

Click on the Review Profile - EFTSL task in My Task List

Select existing combination

Right click anywhere on the form, and select Copy Parameters, a dialogue Box should appear, allowing you to select the drop down lists via the icons on the far right.

On Location select the dropdown on the right hand symbol, and navigate in the left hand box as follows:

Location

Total Location

All Locations

Onshore

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Then select required member

Then select Add in the center of the panel then click OK

Now click Launch at the bottom right of the screen The screen will be returned to the source (Location combination. Now go to the Location drop down and select the new member created

Then select the arrow Retrieve button next to Draft, you should now see the new member on the Profile form populated with the data that was copied from the source combination.

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11.11 Review Profile – SCH (for VE only)

In the My Task List on the left, Click on the symbol to the left of the Review & Update Profile - SCH

The click on the Review Profile – SCH

A Task - Review Profile - EFTSL panel should appear, showing years out to 2021

Select the required member combination

Click on the Commencing Semester 1 Future Trend Flag Box:

Select Flat Trend

Click on FY16 - Com Sem 1 - Enrol SCH Override and type in 58,000

Then click anywhere outside that box

Click on Save

Wait a few seconds and then you will get a message that it has been recalculated and saved

The results of your changes should now be reflected in the totals at the top of the Profile form

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11.12 Review Program Taught Distribution – EFTSL

Select Review Program Taught Distribution from the task list

The college fields on the left (eg: Science, Engineering & Health (Taught) is drillable.

Click on the symbol to the left of the College to see the Schools

Click on the symbol to the left of the School to see the courses concerned

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11.13 Review Program Revenue - EFTSL

Click on Review Program Revenue in the My Task List pane

The form shows revenue by teaching college, as well as taught EFTSL total, and the average revenue / EFTSL (ie the program price for non-government & the weighted average revenue for government funded programs)

The college fields on the left (eg: Science, Engineering & Health (Taught) is drillable.

Click on the symbol to the left of the College to see the Schools

Click on the symbol to the left of the School to see the courses concerned

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The form should now be expanded showing the Revenue distribution EFTSL by School over the years (or by Courses if you drilled further)

The revenue for FY16 - FY21 will be displayed

Note: the revenue is centrally calculated:

- HECS is uncapped

- CGS UGRD is uncapped

- CGS PGRD & SUBD are capped

- RTS is capped

- the rest is based on the agreed price book

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12 RPT PLANNING REPORTS

12.1 Accessing reports

Login to Workspace -> HomePage -> Reports

To open the report of your choice, click on the relevant folder/ report.

Click on folder ‘STUDENT’ for reports from Student cube.

Click on folder ‘Finance’ for reports from RMITPLAN cube.

In the example below, you will open Student Load by Fund report.

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Click on ‘Load by Fund All Years’

User Point of View can be changed in this window. In the below example, we will leave it as-is and click ‘OK’

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The report is opens, click on the little triangle next to ‘College Enrolled’ to drill down to next level.

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Click on the PDF icon at the top for a PDF preview.

To change the location, from the POV, click on Locations and select ‘All_Locations’

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12.2 Exporting reports to documents and Smart View Query Mode

Report can be exported to a specific directory on your computer.

Click on File-> Export -> click the desired option

In the example below, you will export the report in excel. Click Open with Excel

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Another option to export report, click on Export in Query- Ready Mode from the bottom of the report

This opens the report in smartview, you can open in a fully formatted document or as a query mode.

Fully Formatted

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Query Mode

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Smart View

13 ADDENDUM - SMARTVIEW OVERVIEW

13.1 About this guide

This guide defines the basics of using the Smart View client. This guide assumes Smart View client has already been locally installed on your machine. Financial reports can be exported in 2 ways. You can export it to Excel, Word or Power Point.

13.2 SmartView Basics

Welcome to Smart View. Smart View is the name of the Microsoft Office add-in through which you can leverage the capabilities of Hyperion using the Office applications you are familiar with.

Smart View is available via:-

Excel

PowerPoint

Word

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And Outlook

To access Hyperion Smart View open Excel and click on the Smart View tab to view the ‘Smart View’ ribbon and toolbar.

Click on ‘Panel’

Click on ‘Shared Connections’

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Enter your login credentials and click ‘Connect’

Click on the drop down below ‘Shared Connections’

Select Oracle Essbase for ad-hoc analysis for IO, WBS, EMPASO, Profile and STUDRPT reporting.

Select Oracle Hyperion Planning, Fusion Edition to access RPT Plan for Task Lists via Smart View

Select Reporting and Analysis Framework to access RPT Reports via Smart View

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In the example below, you will connect to STUDRPT for Oracle Essbase for ad-hoc analysis. The process is same to connect to RMITRPT only the selection differs.

Select Oracle Essbase from the drop down options

Expand STUDRPT

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Click on ‘STUDRPT’ -> Ad hoc analysis

You can change the POV, drill up, drill down and Pivot from here.

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Click on the dimension members and click Member Selection, from each of the dimension members, select the desired members.

Measure: EFTSL

Period: YearTotal

Years: FY15

Scenario: Rolling

Version: Draft

Enrolled: Total College Enrolled

Taught: Taught_NA

Location: All Locations

Fund Source: All Funds

Group: All Groups

Com_Ret_Status: Total Commence Return

Sector: Total Sector

FOE: FOE NA

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Hint: You can type the member names on the cell and click refresh

Click Refresh

To connect to Oracle Hyperion Planning, Fusion Edition via Smart View. Select Oracle Hyperion Planning, Fusion Edition from the drop down options

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Click on ‘+’ sign next to RPT.rmit.edu.au -> Expand RMITPLAN and STUDENT. You will see that the options available are similar to web. Please note that depending on your access, you will be able to see the options available to you.

In the example below, you will access Student task list via Smart View. The process is similar to RMITPLAN.

Expand STUDENT -> Task Lists -> Double Click on ‘Student’

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13.3 Workaround for HR_Org selection- Smartview

Workaround to change User Variables for HR_Org in Smartview

Login to Smartview-> Right click on RMITPLAN

Select User Preferences

Select the User Variables tab

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Click on the ellipses for HR_Org UV_HR_ORG (…) and select the desired HR_Org

Click OK

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Refresh Smartview

13.4 Smartview Add-in

SmartView Add-in disappears

If a connected smartview session crashes in excel, under some conditions the Smartview Add-in will be disabled upon Excel restart.

This is identified by the Smartview client not appearing as a tab in excel, occasionally accompanied by an error message on startup.

SmartView Add-in – Re-enabled If this occurs:

1) Open Excel

2) Click File->Options->Add-ins

3) In the Manage drop down, select Disabled Items and click Go

4) Select the Hyperion Smartview plug in and click OK to re-enable it. It should then appear